Assistant Practice Manager

Tollerton Surgery is looking to recruit a positive and enthusiastic Assistant Practice Manager to support the Practice Manager and join our dedicated team. The successful candidate will ideally have experience working in a healthcare setting (but not essential), strong customer service and communication skills with a proactive, can-do approach. You will play an important role in supporting the smooth day-to-day running of the practice and helping us maintain and develop our services for patients. If you enjoy working in a fast-paced environment and thrive as part of a supportive team, we would be pleased to hear from you.

As the role involves a wide variety of duties we would be interested to hear what your particular knowledge and experience is in, if it be HR, finance, H + S, IT, Customer Services or other skills to bring to the position. This role offers a clear development pathway, with support and training, for the successful candidate to progress into a Practice Manager position (subject to performance and practice need).

Main duties of the job:

• Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
• Providing leadership and guidance to all staff ensuring that they adhere to policy and procedures.
• Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators.
• Guiding the team to reach QOF and other targets (supported by the nursing and administrative leads).
• Implementing systems to ensure compliance with CQC regulations and standards.
• Assisting in recruitment processes to include pre-employment checks, DBS, organising and overseeing the staff induction programme.
• Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving local IT issues.
• Updating and acting as the focal point for the practice website and social media sites.
• Ensuring the practice remains safe, carrying out key safety checks and logs e.g. fire alarm tests, manage servicing of equipment etc.
• Identifying and delivering team training where required.
• Supporting the Practice Manager in coordinating and managing the patient complaints process and ensure that staff are fully conversant with the complaints procedure.
• Being aware of duties and responsibilities regarding current legislation and adhering to practice policies and procedures on Safeguarding Adults and Safeguarding Children.
• Supporting in the delivery and claiming of enhanced services and other service requirements.

About us:

Tollerton Surgery is a busy, friendly rural GP practice. We work out of new purpose-built premises. We are a single-site practice and part of the innovative South Hambleton and Ryedale PCN. We work closely with the six other practices in the PCN sharing many services across the practice.

Secondary Responsibilities:

• Deputising for the Practice Manager.
• Leading the management of the Patient Participation Group.
• Implementing the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level.
• Ensuring all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required.
• Monitoring and disseminating information on safety alerts and other pertinent information.
• Briefing clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.
• Supporting the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements.

Person Specification:

• Excellent communication skills (written, oral and presenting).
• Competent in the use of MS Office and Outlook.
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
• Problem solver with the ability to process information accurately and effectively, interpreting data as required.
• Ability to use own initiative, discretion and sensitivity.
• Ability to work as a team member and autonomously.
• Sensitive and empathetic in distressing situations.
• Ability to exploit and negotiate opportunities to enhance service delivery.
• Strategic thinker and negotiator with a solutions-focused approach.
• Effective time management (planning and organising).
• Good organisational skills.
• Punctual and committed to supporting the team effort.
• High levels of integrity and loyalty.
• Flexible, cooperative and motivated.
• Ability to use initiative and judgement.
• Proven leadership skills.
• Ability to drive and deliver change effectively.
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team-building sessions.
• Understanding of safeguarding adults and children.

Experience:

• Experience of working with the general public.
• Experience of working in a healthcare setting.
• NHS or general practice experience.
• Experience of managing multidisciplinary teams.
• Experience of performance management including appraisal writing, staff development and disciplinary procedures.
• Experience of successfully developing and implementing projects.
• Understanding of Health and Safety requirements.
• HR understanding and experience.
• Experience of Health and Safety requirements and needs within a small business.

Other Requirements:

• Occupational Health clearance.
• Flexibility to work outside core office hours where required.
• Full UK driving license.

Qualifications:

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English.

Disclosure and Barring Service Check:

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.